Enhancing Workplace Health and Safety Through Effective Risk Assessment
Introduction
Risk assessments play a pivotal role in identifying and mitigating risks in the workplace. They are our tool for evaluating the workplace to identify potential hazards, assessing the likelihood of harm and implementing measures to control or eliminate these risks.
Typically, when we think about risks in the workplace, we might first think of tripping hazards, lifting heavy boxes or fire risks. These are common concerns that are well-managed through established protocols such as manual handling courses, signage to alert people to tripping hazards and fire policies and practice drills.
However, what happens when the risk is rooted in our daily behaviour and in an integral part of our job?
Office work, characterised by prolonged sitting, extensive computer use and insufficient physical activity, presents unique hazards that are often overlooked. These behaviour risks can lead to serious health issues such as musculoskeletal disorders, cardiovascular diseases and mental health problems. Unlike physical hazards, these risks are subtler and require a dedicated focus on behavioural change and ongoing awareness.
In this post we will explore some of less discussed hazards associated with office work, the regulatory guidance and practice steps employers can take to manage these risks effectively. By highlighting the importance of including the risks of sedentary behaviour in risk assessments and emphasizing the need for proactive measures, we aim to help foster a healthier and safer workplace for all office employees.
Key UK Health and Safety Legislation
The UK has established a robust framework of health and safety laws and regulations designed to protect workers across various sectors, including those in office environments. These laws mandate that employers must create and maintain safe working conditions, provide necessary training, and ensure ongoing risk assessments.
These regulations are the Health and Safety at Work etc. Act 1974, The Health and Safety (Display Screen Equipment) Regulations 1992, and The Management of Health and Safety at Work Regulations 1999.
By adhering to these regulations, employers can create safer, healthier workplaces that benefit both employees and the organisation.
Health and Safety at Work etc. Act 1974
The Health and Safety at Work etc. Act 1974 serves as the cornerstone of health and safety legislation in the UK. It outlines the general duties of employers towards their employees and the broader public, aiming to ensure that workplaces are safe and risks to health are minimized.
Employee Training and Supervision
Under this Act, employers are required to provide adequate training and supervision to ensure employees can perform their work safely. This includes educating workers on the hazards specific to their roles and the measures they should take to mitigate these risks.
The emphasis is on creating an informed workforce that understands the potential dangers associated with their tasks and how to avoid them. Training must be ongoing and updated regularly to reflect changes in workplace conditions or processes.
Safe Working Environment
The Act mandates that employers must maintain a safe working environment. This involves not only ensuring that the physical workspace is free from hazards but also that necessary facilities and arrangements are in place for employees’ welfare.
Employers must take proactive measures to eliminate risks where possible and implement appropriate controls to manage any remaining risks.
The Health and Safety (Display Screen Equipment) Regulations 1992
As office work increasingly involves extensive use of computers and other display screen equipment, The Health and Safety (Display Screen Equipment) Regulations 1992 were introduced to address specific risks associated with prolonged screen use.
Daily Work Routine of Users
According to these regulations, employers must ensure that the daily work routine of employees using display screen equipment includes regular breaks or changes in activity. This is to prevent issues such as eye strain, repetitive strain injuries, and other health problems associated with prolonged sitting and screen use.
Employers are encouraged to implement policies that allow for frequent short breaks and to promote activities that reduce the monotony of continuous computer use.
Provision of Training
Employers are also required to provide adequate health and safety training related to the use of workstations.
This includes instruction on how to adjust equipment to fit individual needs, how to adopt good posture, and how to perform exercises to mitigate the effects of extended screen time.
Training should be provided when an employee starts using display screen equipment and whenever there are significant changes to their workstation setup.
Provision of Information
The regulations mandate that employers must provide employees with comprehensive information about the health and safety aspects of their workstations. This includes educating them on the risks associated with their use and the measures in place to mitigate these risks.
By keeping employees informed, employers can help ensure that they are aware of how to use their workstations safely and efficiently.
The Management of Health and Safety at Work Regulations 1999
The Management of Health and Safety at Work Regulations 1999 build on the foundational principles of the 1974 Act by emphasizing the need for systematic risk management.
Risk Information
Employers must inform employees about the risks to their health and safety that have been identified through risk assessments. This information should be clear, comprehensive, and relevant to the employees' specific roles. It is crucial for ensuring that employees understand the potential hazards they face and the preventive measures in place.
Principles of Prevention
The regulations outline several principles of prevention that employers must follow, including avoiding risks, evaluating unavoidable risks, and combating risks at their source.
Employers are encouraged to adapt work processes to the individual, ensuring that tasks are designed to minimize health impacts. This proactive approach is intended to integrate health and safety considerations into all aspects of workplace management and operation.
The Economic and Health Risks of Sedentary Behaviour
Office workers can spend up to 70% of their workday seated at their desks, working on computers, attending virtual meetings, or performing other tasks that require minimal physical activity. The risks of prolonged sitting have substantial implications for both individual well-being and organizational productivity.
Sedentary behaviour contributes to musculoskeletal issues such as back and neck pain, and can lead to more serious conditions like obesity, type 2 diabetes, cardiovascular diseases, and even certain cancers. Additionally, mental health can suffer, with increased risks of depression and anxiety linked to lack of movement and the isolation that often accompanies long hours spent at a desk.
The annual cost to UK businesses from lost productivity due to health issues associated with sedentary lifestyles is estimated to be in the billions of pounds. Key costs include:
Absenteeism: Estimated to cost around £7 billion each year.
Presenteeism: Estimated to cost between £27 billion and £29 billion each year.
Staff Turnover: Estimated to cost around £9 billion each year.
In 2022, the number of working days lost due to sickness or injury was approximately 186 million. In the private sector, the weighted average cost per employee from absenteeism, presenteeism, and turnover is estimated at £1,652.
The risks associated with sedentary behaviour are not only a health concern but also a significant economic burden for employers. By understanding and addressing these risks, organizations can improve the health of their workforce, enhance productivity, and reduce the financial impact of health-related absenteeism and presenteeism.
By understanding and addressing these risks, organisations can improve the health of their workforce, enhance productivity, and reduce the financial impact of health-related absenteeism and presenteeism.
Identifying Hazards in the Workplace
In any work environment, identifying and addressing potential hazards is fundamental to maintaining a safe and productive workplace. This is especially true in office settings, where certain risks, although less visible than those in more physically demanding jobs, can have significant impacts on employee health and overall organizational effectiveness.
Prolonged sedentary behaviour, inadequate breaks, and poor ergonomic practices are just a few of the hazards that can lead to serious health issues such as musculoskeletal disorders, cardiovascular diseases, and mental health problems.
To effectively mitigate these risks, it is essential for employers to conduct comprehensive risk assessments that identify hazards and implement appropriate preventive measures. By doing so, businesses not only protect their workforce but also enhance productivity and reduce healthcare costs.
Hazard 1: Sedentary Behaviour
Description: Office workers sitting for prolonged periods of time during working hours.
Potential Risks: Increased risk of musculoskeletal disorders, cardiovascular diseases, obesity, type 2 diabetes, and mental health issues. Increased healthcare costs, reduced productivity, low employee morale.
Action Required: Encourage office workers to take regular breaks.
Hazard 2: Lack of Awareness of Sedentary Behaviour
Description: Office workers who lack information about the consequences and risks of sedentary behaviour.
Potential Risks: Continued sedentary behaviour, increased risk of non-communicable diseases. Increased healthcare costs, reduced productivity, low employee morale.
Action Required: Provide information on the risks associate with prolonged sitting.
Hazard 3: Inadequate Breaks
Description: Employees might not take enough breaks due to workload or company culture, exacerbating health issues.
Potential Risks: Increased risk of musculoskeletal disorders, cardiovascular diseases, obesity, type 2 diabetes, and mental health issues. Increased healthcare costs, reduced productivity, low employee morale.
Action Required: Provide information on the risks associated with prolonged sitting.
Hazard 4: Display Screen Equipment Use
Description: Prolonged use of computers and screens without adequate break.
Potential Risks: Risk of eye strain, headaches, blurred vision, dry eyes. Increased risk of musculoskeletal disorders resulting in increased healthcare costs, reduced productivity, low employee morale.
Action Required: Work planning to include regular breaks or change of activity.
Hazard 5: Mental Fatigue and Cognitive Decline
Description: Lack of mental breaks and extended periods of concentration on screens.
Potential Risks: Reduced cognitive function, mental fatigue, and increased stress levels.
Action Required: Encourage short, frequent breaks to refresh the mind.
Hazard 6: Insufficient Daily Physical Activity
Description: Sedentary work habits can contribute to overall lack of physical activity, both in the workplace and outside of work.
Potential Risks: General deconditioning, weight gain, loss of muscle mass, and lower overall fitness. Sedentary workplace habits affect leisure-time choices and increase overall lifestyle sedentary habits increasing the risk of non-communicable diseases resulting in increased healthcare costs, reduced productivity, low employee morale.
Action Required: Promote regular breaks during the workday, provide information on benefits of daily physical activity and daily recommendations.
Further Action to Control for Risks:
- Establish Clear Company Policies: Implement policies mandating regular breaks and supporting ergonomic best practices.
- Change Default Meeting Settings: Adjust default meeting settings to allow for breaks, such as ending meetings 5 minutes before the hour.
- Monitor Workplace Behaviour: Include physical activity habits in staff wellbeing surveys and act on the feedback.
- Launch Internal Campaigns: Emphasize the health risks of sedentary behaviour through campaigns and workshops.
- Provide Training: Offer training on ergonomic setup, the benefits of regular breaks, and the importance of physical activity.
Summary
Effective risk assessment is crucial for enhancing workplace health and safety, particularly in office environments where sedentary behaviour is a significant concern for employee health and wellbeing.
These health risks not only affect the wellbeing of employees but also have substantial economic implications for businesses, including costs associated with absenteeism, presenteeism, and staff turnover.
Following the UK’s comprehensive health and safety guidance employers can create safer and healthier workplaces by providing the necessary training and risk assessments to address the risks of sedentary office behaviour.
Focussing on the key areas of prolonged sedentary behaviour, lack of awareness about its risks, inadequate breaks, and extensive use of display screen equipment employers can implement measures such as regular breaks, information about the risks of prolonged sitting, and adapting work processes to reduce the impact of sedentary habits.
Addressing the risks associated with office work through effective risk assessment and proactive measures can lead to a healthier workforce, reduced economic burden from health-related issues, and a more productive organisational culture.
